Technical Administrator/Permit Coordinator

Permit Coordinator/Technical Administrator

CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management. We are recruiting a Permit Coordinator Technical admin to join our client team based in Dublin 1.

Job Overview

As a Permit Coordinator / Technical Admin, you will be responsible for providing Admin support for the technical on site team and managing the PPM CAFM system to track and manage the service, repair and maintenance activities for all site assets. This position is key in order to contribute to the continued growth and success of the Business.

Primary Objectives and Tasks

• Manage CAFM system as key user on site including PPM records, reports.
• Become SME operator for the clients Asset management system & Technical admin for the team.
• Answer calls/email for the business in a timely fashion for both vendor and client requests.
• Ensure all Reactive requests raised from the helpdesk have the correct priority/engineer assigned and close out resolution including admin and reporting supports.
• Act as point of contact between the client and the technical on-site teams.
• Ensure communication is maintained throughout PPM & reactive tasks between Facilities Team and end user(s) through to closeout.
• Liaise with Lead Engineer and System SME technicians daily/weekly to ensure quality of service is maintained and to compile reports for KPI's and matrix reports and provide updates.
• When required, review Subcontractor performance data and give feedback through appropriate systems in conjunction with Contract Support.
• Manage RAMS and Permits for incumbent and client 3rd party suppliers & Vendor visits.
• Manage service reports, recommendations, spare parts and Log books related to our SLA.
• Actively identify / implement innovation across the contract to enhance performance and continue to meet client expectations.
• People & Development
• Promote and maintain CBRE culture.
• Work closely with the facilities / Soft services team offering support when required.
• effectively build & maintain relationships at all levels with internal and external customers.
• Attend and participate in any relevant training courses or team meetings.
• Identify improvements and efficiencies with systems and training to streamline site operations.

Contract

• Alongside Contract Support assist with the monthly customer reports ( meeting SLA to 100%)
• Provide comprehensive reports relating to all jobs raised through the CAFM system.
• Analysis and comprehension of reports relating to CAFM system.
• Monthly update of Client specific Metrics/Forecasting Model as required.
• Logging hazards & customer feedback on the QHSE Management Portal
• Perform any other duties or responsibilities as requested by the CM or Management Team to best serve the client's needs.

Finance

Understand procedures and processes and operate them to the required standard.

Examples of these are:

• Obtaining supplier quotes and uploading onto the internal system for client approval.
• Review reports and highlight recommendations, prepare for audits and maintain archive for site service reports, PPM & service requests.
• Monitor base line activity V out of scope activity, works & projects.
• Updating the CBRE Performance Portal as and when required.

Core Competencies

• Must have a can do attitude & be a team player.
• Organized - Works in a structured way. Thinks ahead to prioritize workload.
• Computer literacy - Excel, word, & Power point.
• Logical - Works in a clear and consistent & timely manner.
• Attention to detail - Thorough in carrying out a task, with a high degree of accuracy
• Assertiveness - Confident, effective with leading a meeting and open discussions.
• Team - Be a positive member of the team demonstrating a helpful positive attitude.
• Persistence - Follows through to resolution and close out of assigned tasks.
• Customer and team focus - Puts customer and team needs first; always considers impact of their actions.
• Flexibility - willingness to adapt and change as and when required.